Executive Assistant To CEO

PPM is a thriving Planned Parenthood affiliate with a healthy financial standing and the capacity for expansion of our clinical services as well as our geographic reach. Our mission is to enable all Marylander's to have access to a wide range of high quality, affordable reproductive health care services. By providing medical services, education, training and advocacy, PPM seeks to help individuals make informed decisions about their reproductive health, family planning options, and sexuality.

SUMMARY: The Senior Administrative Coordinator directly supports the CEO on all major projects and priorities and has in-depth insight into the core operations of the Office of the President, that Administrative Assistant subgroup and the organization overall. Acts as agency’s primary liaison and staff support to the volunteer board of directors. Supports and reflects, at all times, the CEO’s priorities for organizational culture, as well as the organization’s strategic plan goals, communication plans, and the organization’s values and service standards. Acts as a team leader for the Administrative Assistant subgroup.

ESSENTIAL RESPONSIBILITIES:

CEO Support:
1. Manages the CEO’s calendar intensively; proactively forecasting upcoming events and activities; strategically coordinating competing priorities, personal commitments and internal/external meeting requests, advocating for and keeping priority initiatives or decisions that need to be made on CEO’s radar; and helping to ensure responses to key stakeholders occur in a timely fashion.
2. Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
3. Manages the CEO’s Office operations; to include but not limited to report preparation, communicating with internal and external stakeholders, travel plans, coordinating events and internal planning groups, negotiating meeting spaces, makes arrangements for equipment and/or shipping, facilitating event contracts, planning and monitoring spending, preparing check requests, preparing and submitting expense reimbursements
4. Navigates, researches issues and problem solve the multifaceted issues between PPFA, PPADMV, PPM, PPM’s board, and other related state and city organizations.
5. Serves as advisor to CEO on important personal and board relationships, protocols, processes, and procedures.
6. Complete critical aspects of deliverables with a hands-on approach, including drafting correspondence and other tasks that facilitate CEO's ability to effectively execute on top priorities.
7. Serve as a subject matter expert, handling inquiries and developing action plans to address them, and assisting with the preparation and dissemination of communications
8. Develops and distributes internal and external communications.
9. Prepares agenda, distributes and facilitates information for internal and external meetings. Schedules and organizes meeting space. Follows up with staff and managers on action items.
10. Maintains the Executive filing system for the official agency records, board materials and PPFA materials.
11. Submits designated materials to PPFA for accreditation /reporting purposes.
12. Completes special projects by establishing objectives, determining priorities, managing time, soliciting the cooperation of others, monitoring progress, and meeting deadlines as assigned.
13. Performs other administrative duties as requested by the CEO/President.
14. May also provide support to other Sr. Leadership Team members.
15. Maintains a call list for CEO

Administrative Assistant Team Lead:

1. Serves as lead to ensure that administrative operations are performed in a seamless, efficient and consistent manner across PPM.
2. Overseeing special projects and tracking progress towards PPM goals.
3. Coordinate and work closely with fellow administrative staff, facilities and security teams to lead communications and activities of Baltimore office (i.e. office moves, new space, décor/advertising space in Windows of 1st floor., conference room logistics and physical maintenance)
4. Attends internal committees and task forces as appropriate (i.e. External Affairs monthly meetings, Safety committee, other ad hoc project meetings.)

EMPLOYMENT STANDARDS
Education/Experience
Required Education and experience is:
1. Possession of a high school diploma or equivalent and at least ten (10) years of experience in executive assisting, project management, office management or related work; OR
2. A Bachelor’s degree and 6 years of experience in executive assisting, project management, office management or related work; AND
3. Excellent computer skills, including Microsoft Outlook, Access, Excel, Word, Power Point, and Publisher.
4. Experience in a nonprofit, healthcare or social service setting, or in a multi-location organization is preferred. Should be in tune with the community and understand the impacts to the big picture.
5. Experience in role(s) that require a high degree of personal accountability and confidence, high level of confidentiality and excellent internal and external communications.

PPM has a comprehensive and competitive compensation/benefits program for full-time employees to include employer matched 401K, Health, Dental, Vision, FSA, employer paid short-term and long-term disability, voluntary and supplemental life insurance, tuition reimbursement, paid parental leave and a generous time off package.

PPM is an equal opportunity employer. It is PPM's policy to recruit, hire, train, and promote individuals, as well as to administer any and all personnel actions without regard to race, color, creed, religion, age, sex, sexual orientation, gender identity or expression, genetic information, national origin, veteran status, military status, physical or mental disability, marital status, pregnancy, child birth or related medical condition, personal appearance, familial status, political opinion, source of income, occupation, or any other category protected by law.

Job Type: Full-time

Education:

• High school or equivalent (Preferred)

Experience:

• executive assisting: 6 years (Required)

This Job Is Ideal for Someone Who Is:

• People-oriented -- enjoys interacting with people and working on group projects
• Detail-oriented -- would rather focus on the details of work than the bigger picture
• High stress tolerance -- thrives in a high-pressure environment

Benefit Conditions:

• Waiting period may apply
• Only full-time employees eligible

Work Remotely:

• Temporarily due to COVID-19

COVID-19 Precaution(s):

• Remote interview process
• Personal protective equipment provided or required
• Plastic shield at work stations
• Temperature screenings
• Social distancing guidelines in place
• Virtual meetings
• Sanitizing, disinfecting, or cleaning procedures in place